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ADC 365 

DOD Activity Address Directory (DoDAAD) Zip Code Validation

1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION:

a. Service/Agency: DLMSO 

b. Originator: DLMSO DODAAD PRC Chair 

2. FUNCTIONAL AREA: DoD Activity Address Directory (DoDAAD) 

3. REFERENCE: 

a. DoD 4000.25-M, Defense Logistics Management System (DLMS) DLMS 

Volume 6 (DoD Logistics Systems Interoperability Support Services), 

Chapter 2 - Department of Defense Activity Address Directory 

4. REQUESTED CHANGE:

a. Description of Change: This change is to improve the validation of the 

CONUS city, state and zip code data by establishing procedures for 

DODAAC entries that do not match the United States Postal System (USPS) 

authoritative source. 

b. Background: 

(1) Prior to DoDAAD reengineering, the CONUS city, state and zip code 

information was stored in a single field. Validation was not possible, 

and anything entered that did not exceed 35 characters in length was 

accepted. The 35 character length is a restriction imposed by the 

military shipping label. 

(2) During DoDAAD reengineering address information was parsed and 

stored in individual fields, with 21 characters allowed for the 

city/location. City/location names exceeding 21 characters in length 

were truncated. 

(3) Later, arrangements were made with USTRANSCOM to supply the 

United States Postal System (USPS) zip code table to DAASC to 

validate the city, state and zip codes. USPS updates this table monthly 

or every other month. Validation was implemented for new or updated 

address information. A validation of existing DODAAC addresses 

against the USPS table was not done. 

(4) Because some few city/location names exceed 21 characters in length, 

perfect validation with city/location is not possible. In addition, it is 

possible for a zip code to be changed or a new zip code created by 

USPS that would not be reflected in the DAASC validation table until 
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the next USPS update. The current process for accommodating these 

rare conditions allows invalid zip codes to be entered and used for 

future validation, and facilitates use of multiple, non-standard 

city/location names when there is an acceptable USPS city/location 

name in the table. 

(5) It was also determined the USPS table contains both valid and invalid 

US cities, with a flag to indicate that the invalid cities should not be 

used. DAASC was unaware of this, and was permitting the invalid 

cities to appear on the Web drop down list for selection as valid cities. 

(6) The current process is discussed below. 

1. Web entry updates: 

a. Currently, if a mismatch occurs on web entry 

between the city, state and zip code fields, a 

warning message is displayed indicating ”TAC X 

zip code not found for city and state, however it has 

been saved for future reference”. The record is 

saved and it is up to the CSP to correct the record or 

ignore the warning. These mismatch entries are 

currently stored on an alias table, and are allowed as 

future entries from the DoDAAD drop down list as 

valid addresses. Even a non-existent zip code is 

accepted on the alias table. 

b. If the zip code is a valid zip code on the table but 

does not match the state, a warning message is 

displayed “The zip code entered does not match the 

state, would you like to reenter the zip code”. 

Similarly, the CSP can choose to save the record 

and it is entered on the alias table for future 

validation. 

2. Air Force and Army updates. 

a. These updates originate in the Service applications 

and are transmitted to DAASC. 

b. If the zip code is a valid zip code on the table but 

does not match the state, the update for that record 

is rejected. In this case an email is sent back to the 

Air Force or Army indicating that the zip code is 

not valid for the state, and the record must be 

corrected before it will be accepted. 

c. If the, zip code not found on the zip code table or if 

city/location does not match zip code table, an 

informational email is sent, but the update is 

accepted. These mismatch records are added to the 

alias table. 

3. Batch edits 

a. Only GSA and USPS are currently using batch 

processing and these updates are being phased out. 
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(7) There are currently over 1,000 entries on the alias table accounting for 

over 6,000 DoDAACs with known anomalies in the city, state and zip 

code fields compared to the USPS authoritative source. Allowing 

these alias table entries to be used for validation introduces the 

possibility of error and undermines the integrity of the validation 

against the authoritative source. 

(8) The USPS National Customer Support Center, Customer Service line 

at 1-800-238-3150 provides assistance to add locations by zip code to 

the USPS file. 

 

c. Procedures: The following procedures are proposed: 

1) To provide a capability to review city, state and zip code data in the 

DoDAAD that does not match the USPS database for valid city names 

and zip codes, DAASC will create a report containing the DoDAAC, 

city, state and zip code for any mismatched entry. Once a month, the 

mismatch report will be generated and stored with the Logistics 

Reports on the DAASC website for review and action by the 

DoDAAC Central Service Points (CSPs). 

2) The alias table will be disestablished for validating DoDAACs and 

will not be maintained by DAASC. CSPs requiring an addition to the 

USPS authoritative source may contact USPS at 1-800-238-3150.

3) DAASC will add a new look-up button to the web update application 

to look up city/location by zip code. See enclosure 1.

4) The DAASC web update application will display the truncated 21 

character city/location name from the USPS table in the drop down, so 

that the CSP can see what will be entered for the record before saving. 

Note that shorter names may also be available from the USPS table for 

the same city/location (ABERDEEN PROVING GROUND and 

ABER PROV GRD are both acceptable)

5) DAASC will use information provided by USTRANSCOM to identify 

and eliminate invalid city names in the USPS table from the web 

update application as being valid selections. 

6) On web entry, if a mismatch is found between the city/state/zip code 

entered by the CSP and the USPS table, a warning message will be 

displayed “TAC X zip code not found for city and state. Use the USPS 

zip code look-up and reenter your information.” If the zip code is a 

valid zip code on the USPS table, and the zip code is not on the table 

for a different state, the CSP will be allowed to save the record. 

However, the saved record will not be added to an alias table as a valid 

entry for future validation. If the zip code is invalid, or does not match 

the state, the record will not be saved, and the CSP will receive an 

error message stating “Invalid zip code. Your record cannot be saved.” 

To accommodate the rare, but possible instance where USPS has 

changed or added a zip code that is not yet reflected in the table, the 

CSP may use free form to enter and save the DoDAAC.
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7) For Air Force and Army updates, any zip code that is not found on the 

USPS table or found on the USPS table for a different state will be 

rejected, and an email will be sent to Air Force/Army indicating that 

the record must be corrected before it will be accepted. All other 

updates will be accepted.

8) Air Force and Army will need to implement the USPS validation 

outlined above in their systems and provide projected implementation 

dates. 

d. Alternative: On web entry, if a mismatch is found between the city/state/zip 

code DoDAAC entry and the USPS table on web entry and error message will 

be displayed to the CSP and the mismatch must be corrected, or entered using 

freeform. If the CSP tries to ignore the mismatch the DoDAAC will not be 

saved. For Air Force and Army updates, mismatched records will be rejected, 

and an email will be sent to them. This alternative would result in rejection of 

records from Army and Air Force for any city/location exceeding 21 

characters in length, because even truncated values would not match the USPS 

table. These records would have to be entered using free form.

5. REASON FOR CHANGE: The current process of using an alias table of 

CONUS city, state and zip codes that does not match the USPS authoritative 

source for DODAAC entry validation undermines the integrity of the validation 

and introduces errors into the DODAAD. 

6. ADVANTAGES AND DISADVANTAGES: 

a. Advantages: This change improved the quality of the CONUS city, state and 

zip code data by relying solely on the USPS authoritative source for 

validation. 

b. Disadvantages: 

(1) The proposed procedure allows city/state/zip code combinations that 

do not match the USPS database to be entered in the DoDAAD, with 

the city/state/zip stored in the corresponding fields. 

(2) The alternative would keep the CSP from entering the DoDAAC if the 

city/state/zip code combination does not match the USPS validation 

table, unless free form is used. 

7. IMPACT: 

a. Unresolved Issues: None noted.

b. Implementation: 

(1) The change will be implemented at DAASC in a single release as soon 

as possible. Army and Air Force provide planned implementation 
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dates.

c. Publication: No change.

8. ESTIMATED SAVINGS/COST AVOIDANCE ASSOCIATED WITH 

IMPLEMENTATION OF THIS CHANGE: No savings/cost avoidance has 

been identified regarding this change. 
Enclosure 1 (ADC 365) 

ZIP CODE LOOK UP LINK